Job Description

Workplace Specialist

6 month contract temp to hire

Pay Rate: $30/hourly -$35+DOE/hourly (W2)

On Site in San Francisco, CA

As a Workplace Specialist, you will be responsible for fostering a welcoming and supportive environment, which aims to provide a hosted and seamless experience for everyone who uses the space. Reporting into the Workplace team, the primary responsibility of this role is to support an elevated employee and guest experience in our client's San Francisco headquarters. You have visibility into and an in-depth understanding of daily onsite meetings and events, and will act as a main point of contact for all meeting and event attendees, representing the office operations teams in order to provide a hands-on approach to ensuring the space is supportive and welcoming. You will also support daily office operations and in-office programs such as the food and snack program.

This role is a M-Th in-office position with WFH potential of Fridays only. Onsite presence is expected during general business hours, typically from 8am-5pm. This role is a 6 month contractor role, with the potential to convert to a full-time position based on performance and business needs.

Roles & Responsibilities:

Reception

• Greet and welcome all employees and guests entering the floors and support wayfinding by providing directions or escorting people to the right space.
• Access card creation & deactivation, maintaining card stock, and system administration
• Visitor management via Gable. Ensure visitors are in the system and signed NDAs.
• Notify hosting employees of guest arrival
• Monitor office Slack channel and provide reactive support to employees
• Assist with desking booking and seating assignments
• Assist with security needs as necessary
• Work with Building Management to ensure smooth operations/etc.

Office Management Responsibilities

• Timely and clear communication to all relevant stakeholders regarding impactful scheduled and non-scheduled office issues, events and activities.
• Ensure the office is in excellent aesthetic condition through the following daily responsibilities: Execute food and snack program, including:
• Weekly lunch ordering (vendor)
• Snack procurement & ordering (self ordering)
• Basic cleaning, maintenance, supplies and signage inspections
• Assist with incoming facilities & maintenance requests from employees, directing service (internal team, vendor or landlord) response
• Regularly review office supplies in meeting rooms, copy rooms and amenity spaces and have them restocked.
• Flagging any IT or technical issues to the appropriate internal team
• General tidying up and trash/recycling removal, keeping the office clean & free of clutter
• Walk the floor regularly to assess its overall appearance and operations and log tickets as needed for repairs and maintenance
• Assist with mail and shipping. Handling all packages and deliveries to and from the office Engagement with landlord team on all pertinent employee experience issues in the office including COI and access requests for vendors
• Hot and cold calls
• Maintenance requests
• Anything impacting employees
• Ad hoc administrative tasks & projects as assigned
• Participation in building safety training & implement safety measures for employees/guests in the event on an emergency
• Lead office tours & information sessions as needed
• Follow a morning and afternoon checklist to ensure the floor is fully operational and processes are running efficiently.
• Find creative ways to surprise and delight all people who come to the floors

Event Management

• Arrive early to assist with all set up needs for meetings
• Be a part of intake for event requests and provide advice and level setting on event operations
• Provide additional day-of support to event hosts/POCs; check in during the event and help with day-of requests and troubleshooting as needed including space setting and resetting.
• Assist with catering needs such as ordering and bringing catering up to the floor (from external delivery services)
• Maintain clear/consistent communication while providing cross-functional support a variety of internal teams
• Support all in-office Programs
• As the event operations evolve at the company, be flexible to new ways of operating

Key Skills:

• Ability to be in our San Francisco office 4 days/week (M-Th), with Friday as a remote/WFH day
• 2+ years of experience in an office and/or hospitality environment with customer service focused experience
• Exceptional interpersonal skills necessary to effectively communicate with a variety of individuals, including executives, customers and 3rd party vendors with equal respect
• Reliability & commitment to show up and own the experience in the space
• Must have a bias to action, high energy and a willingness to move without being instructed to do so
• Ability to work through many conflicting priorities while maintaining professionalism & very positive attitude
• Must be able to prioritize work, meet deadlines and concentrate in a fast-paced work environment
• Required to have exceptional attention to detail in physical spaces, communication and execution.
• History of clearly communicating policies and protocols to employees or stakeholders
• Demonstrate strong initiative and customer service orientation
• Strong organization skills, detail-oriented with a track record of project & program execution
• Flexible, willingness to learn with a growing company & cannot be afraid to fail and ask questions.

Applicants should apply via The Mice Groups Inc. website () or through this careers site posting.

We are an equal opportunity employer and value diversity at The Mice Groups Inc. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Pursuant to the Los Angeles Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

The Mice Groups Inc. values your privacy. Please consult our Candidate Privacy Notice, for information about how we collect, use, and disclose personal information of our candidates.

Privacy Policy

One of the basic principles The Mice Groups follows in designing and operating this website is that we ask for only the information we need to provide the service you’ve requested.

The Mice Groups does not currently collect personal identifying information via its website except (i) to the extent that you provide this information in an online job application and (ii) to the extent that your web browser provides personal identifying information.

The Mice Groups will use your personally identifying information solely for the purpose for which you submitted the information. The Mice Groups may, however, aggregate certain elements of your personal identifying information with the information of other users of our website to analyze the usefulness and popularity of various web pages on its website.

The Mice Groups reserves the right to change this policy at any time by posting a new privacy policy at this location. Questions regarding this statement should be directed to info@micegroups.com

Job Tags

Hourly pay, Full time, Contract work, Temporary work, For contractors, Work at office, Remote work, Work from home, Flexible hours, Day shift,

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